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Review of Polling Districts and Polling Places PDF 91 KB POLICY AND RESOURCES COMMITTEE 5 DECEMBER 2013 REVIEW OF POLLING DISTRICTS AND POLLING PLACES REPORT BY THE HEAD OF CORPORATE GOVERNANCE (PROPER OFFICER FOR ELECTORAL PURPOSES) SUMMARY The process of keeping polling districts and polling places under review is a statutory function of the Council and as of 1 October 2013, reviews must be conducted every five years. During this review Ward boundaries cannot be altered in any way as this is a function of the Local Government Boundary Commission for England. This report details the review of all polling districts and polling places within the Borough that has been undertaken over recent weeks and the proposals for changes to polling districts in one Ward that are put forward. Action proposed by the Leader of the Council It is proposed that it be RECOMMENDED to Council that - 1. No alterations are made to polling district boundaries or polling places in Alexandra, Beverley, Canbury, Chessington North and Hook, Chessington South, Coombe Hill, Coombe Vale, Norbiton, Old Malden, St James, St Marks, Surbiton Hill,Tolworth & Hook Rise and Tudor Wards. 2. The proposed alterations to polling district boundaries in Berrylands Ward set out in the report as shown on the Plan at Annex 2 are agreed. 3. The Councillor to Electorate ratio in Canbury, St Marks and Tolworth and Hook Rise Wards in particular be kept under review so that, if necessary and appropriate, a request can be made to the Local Government Boundary Commission to undertake a ward Boundary review in the event of the ratio in those Wards (or any others) varying from the Borough average by more than 30%. 4. The position in relation to polling places generally (and particularly in Canbury, Grove, Tolworth and Hook Rise and Tudor Wards) be kept under review and proposals for any necessary or desirable changes be brought forward for consideration as and when appropriate. 5. The whole of polling district JB in Tolworth and Hook Rise Ward be designated as a polling place for that area and the Returning Officer, in consultation with the Leader of the Council, the Leader of the Opposition and Ward Councillors, be authorised to locate the polling place at a suitable venue if it is not possible to retain the use of the One Stop Shop site in Cox Lane. 6. Further consideration be given to the proposal to reduce, from four to three, the D:\moderngov\data\published\Intranet\C00000492\M00007064\AI00022256\$3ymflfgo.docx number of polling districts in Tudor Ward in the context of the further work to be undertaken to identify an alternative polling place for polling district VA once the North Kingston Centre is no longer available. 7. The Council’s practice in relation to the use of Schools for electoral purposes be varied to provide that, in those instances where there are no suitable alternatives within the area concerned, consideration will be given to making use of School premises. 8. Polling district boundaries and polling places continue to be kept under review following each election and a full review is undertaken every five years in line with legislation Reason for action proposed To respond to issues identified during the review of polling districts and polling places that has been undertaken. BACKGROUND 1. The Electoral Administration and Registration Act 2013 makes an alteration to section 18C of the Representation of the People Act 1983 (review of polling districts and places), for subsections (1) to (5) substitute – (1) A relevant authority must during each compulsory review period carry out and complete— (a) a review under section 18A of all the polling districts in its area, and (b) a review under section 18B of all the polling places in its area. (2) The compulsory review periods are— (a) the period of 16 months beginning with 1st October 2013, and (b) the period of 16 months beginning with 1st October of every fifth year after that. In undertaking the review the local authority must: • Publish a notice of the holding of a review; • Consult the (Acting) Returning Officer (A)RO for every parliamentary constituency which is wholly or partly in its area; • Publish the representations from the (A)RO within 30 days of receipt and in the prescribed manner; • Seek representations from such persons that it thinks has particular expertise in relation to access to premises or facilities for persons who have different forms of disability; • Allow any elector in any constituency which is wholly or partly in the area to make representations which may include proposals for alternative polling places. 2. On completion of a review the authority must give reasons for its decisions and publish such other information as is prescribed. 3. Details of existing polling district boundaries are available on the Council’s website and will be displayed at the meeting. Details of polling places and their electorates (as at 3 June 2013) are set out in Annex 1. POLLING DISTRICT BOUNDARIES AND POLLING PLACES – LEGAL FRAMEWORK 4. Polling districts are a geographical area created by a sub-division of a constituency or Ward. 5. A polling place is the building or area in which polling stations will be selected by the (A)RO. Polling places should be within the polling district it serves, unless there are special circumstances that make it desirable to designate an area outside the district (such as a complete lack of suitable buildings within the polling district). 6. A polling station is the room or area within the polling place where voting takes place. Unlike polling districts and polling places which are fixed by the local authority, polling stations are chosen by the (A)RO for the election. 7. The Council is responsible for dividing the local authority area in to polling districts for parliamentary elections. When designating polling districts and polling places the local authority must seek to ensure that all electors in the constituency have such reasonable facilities for voting as are practical in the circumstances. The Council should also seek to ensure that so far as is reasonable and practicable, the polling places are accessible to those with mobility problems and that when considering or reviewing the designation of a polling place, have regard to the accessibility needs of disabled persons. 8. The last full review of polling districts and polling places was completed in 2011 and, whilst there have not been any alterations to polling district boundaries since this time, there have been some changes to polling places which are kept under on-going review. CONSULTATIONS UNDERTAKEN 9. A formal consultation period ran from 1 Oct 2013 to 12 November 2013. A public notice was published and details of the review, including an online survey, were placed on the Council’s website. In addition the following specific consultations were undertaken: a) An email to all Members of the Council that gave details of the review. An email with similar explanatory notes to each of the political parties known to be operating in the Borough b) An email to the Chief Executive of the London Borough of Richmond-Upon-Thames as the (A)RO for the Richmond Park parliamentary constituency c) An email to Kingston Centre for Independent Living in their ‘umbrella’ capacity. 10. Feedback was also requested from Presiding Officers, Polling Station Inspectors, electors and other stakeholders regarding the current polling scheme. 11. It is a statutory requirement that the (A)RO comments on the current polling stations and any proposed alternatives. Feedback from the polling station staff formed the basis of the (A)RO’s comments. Staff in Electoral Services provided feedback on the current polling scheme for the (A)RO of Richmond Park parliamentary constituency to comment on this feedback. 12. The main thrust of the responses from the consultation is reflected in this report. However, this feedback will be made available on the Council’s website and will form part of the formal document the Council is required to publish on completion of this review. POPULATION/ELECTORATE PROJECTIONS 13. Any potential growth (or reduction) in the electorate is a factor which might impact on the size of a polling district and/or the optimum location of polling places. The Borough’s population has continued to grow in recent years and that trend is predicted to continue for the foreseeable future. On the basis of the latest GLA projections, the 18+ population of the Borough is predicted to be 128,058 in 2014, rising to 130,972 in 2018 and reaching 133,724 in 2022. Of course, the 18+ population does not translate directly into electorate numbers as not everyone in the Borough will be eligible for inclusion on the Register of Electors and, for various reasons, not all of those who are eligible want to register. However, it is a good ‘proxy’ on which to base this review. 14. As was the case with the review undertaken in 2011, information from the Council’s Planning Department highlighted Canbury and Tolworth and Hook Rise Wards as areas where there could be significant growth to the population and, thus, electorate over the next four/five years and this has been taken into account in the consideration of proposals for these areas. 15. So far as Canbury ward is concerned the Ward already has the largest electorate in the Borough and the 18+ population is projected to increase by some 5.4% between 2014 and 2018. This projection does not, however, take into account any development which might take place on what is referred to as the North Kingston Development site for which a Planning Brief has recently been issued. This site lies within Polling District T and comprises the area bounded by Richmond Road, Sopwith Way, Sury Basin and Seven Kings Way, incorporating the former Gas Holders site, Canbury Place car park and the Kingston College Annexe.
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